Privacy Policy

Who Is Responsible

FMAC is responsible for the personal information used in the portal.

Data protection contact: Daniel Hartley
Email: dhartley@boltonmartialarts.co.uk
Phone: 01204 391361

You can also speak to your centre instructor if you have a question about your information.

Information We Collect

Depending on how you use the portal, we may collect and use:

• Student and family names, date of birth, age, centre, programme and training status.
• Parent, guardian or emergency contact names, emails, phone numbers and address details.
• Medical notes, support needs, training goals and information needed to teach safely.
• Lesson bookings, attendance, graduations, ranks, forms, belt sizes, awards and course progress.
• Payments, invoices, refunds, store credit, membership/insurance records and pro-shop orders.
• Portal login details, password reset records, security logs, device/browser information and IP address.
• Email, SMS and communication history, including reminders and consent or opt-out preferences.

How We Use Information

We use personal information to:

• Run classes, bookings, attendance registers, student progress and graduations.
• Manage memberships, insurance, payments, refunds, subscriptions and paid-in-full plans.
• Provide the student portal, staff dashboard, pro-shop, resources and communication tools.
• Send important service messages such as booking confirmations, reminders and renewal notices.
• Support safeguarding, health and safety, accident/incident handling and appropriate class placement.
• Improve centre administration, reporting, marketing planning and service reliability.

Lawful Reasons

We normally use information because it is needed to provide training and manage your account, or because we have a legitimate reason to run the centres safely and effectively.

We may also use information to meet legal, tax, accounting, safeguarding or insurance requirements.

Where we rely on consent, such as some marketing, images, videos or optional communications, you can withdraw that consent.

Children's Information

We use children's information only where it is needed for martial arts training, safety, progress, bookings, family administration, graduations, membership, insurance, events or agreed communications.

We do not sell children's information. We do not use the student portal to target children with behavioural advertising.

Parents and guardians can contact us to ask what information we hold about their child, to correct it, or to discuss deletion where appropriate.

Payments

Online card payments are handled by payment providers such as Stripe. The portal stores payment records, payment references and status information, but it does not store full card numbers or card security codes.

Where relevant, SmartPay, FuturePay or other payment/remittance information may be imported so that centre totals, student balances and renewal dates stay accurate.

Who We Share With

We only share information where needed to run the service. This may include:

• FMAC instructors, staff and administrators who need access for their role.
• Payment providers, email/SMS providers, website hosting, database backup and security services.
• Membership, insurance, federation, union, event or venue contacts where required for training or events.
• Professional advisers or authorities where legally required or needed for safeguarding, safety or dispute handling.

We do not sell student or family information.

Emails, SMS And Marketing

We send service messages about classes, bookings, payments, graduations, memberships, insurance, events and portal security. These are needed to run your account and training.

We may also send helpful updates about training, offers, campaigns or centre news. You can ask us to stop non-essential marketing messages. Important service messages may still be sent where needed.

Photos, Videos And Social Media

We may use photos or videos from classes, events or campaigns only where we have an appropriate reason or permission. Please speak to us if you do not want you or your child included in public images or videos.

Portal marketing and SEO tools are for staff use. They should not publish a student's personal details without appropriate permission.

Cookies And Security

The portal uses essential cookies or local browser storage for login, security, centre settings and keeping the service working. We do not use the student portal for third-party advertising tracking.

We use reasonable security measures including HTTPS, staff access controls, login protection, encrypted secret storage where supported, backups and audit logs. No system can be guaranteed completely secure, so please tell us if you think your account has been accessed incorrectly.

How Long We Keep Information

We keep information for as long as it is needed for training, family administration, safeguarding, membership, insurance, payment records, legal/accounting requirements and resolving queries.

When information is no longer needed, we will delete it, anonymise it or keep it in a restricted archive where we have a valid reason.

Your Rights

You can ask us to:

• Confirm what personal information we hold.
• Correct information that is wrong or incomplete.
• Delete information where we no longer need it or have no lawful reason to keep it.
• Restrict or object to certain uses of your information.
• Provide a copy of information in a portable format where this applies.
• Stop optional marketing messages.

To use these rights, contact dhartley@boltonmartialarts.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

Changes To This Policy

We may update this policy when the portal changes, when our centres change how they work, or when legal requirements change. The latest version will be available on this page.